Read this if: You’d like to learn how to receive a Purchase Order
Read this first: Understanding TradeGecko’s different stock levels
Read this next: Creating a Production Order (for manufacturers)
Here we’ll cover:
Supplier shipments don’t always arrive at the same time, so TradeGecko will let you receive Purchase orders either fully or partially.
You can receive POs either manually, from within TradeGecko’s Stock Control section, or with the help of the Stock Receiving App, and a barcode scanner.
How to Fully Receive a Purchase Order
Receiving a Purchase Order Manually
To manually receive your Purchase Order in full, go to the Stock Control section.
Click on the Purchase Order that you would like to receive into your warehouse and add to your inventory.
Then, click the button 'Receive All' located near the top right-hand side of your screen.
Once you click the 'Receive All' button, the Incoming Stock levels will change state to Available Stock and your stock levels will be updated accordingly.
All done - it’s that simple!
Receiving a Purchase Order with a Barcode Scanner and the Stock Receiving App
To use the Stock Receiving App. you need to do the following (click here for detailed steps):
- Buy a barcode scanner - we recommend the Socket Mobile Scanner
- Enable the Stock Receiving App. via the TradeGecko App Store
- Enable “Document Barcode” on Purchase Orders via Settings > Document Settings
- Ensure the Branding Theme assigned to your Suppliers has “Document Barcode” enabled for Purchase Orders (see above bullet)
- Ensure barcodes have been created/uploaded to your variants so TradeGecko can identify them via the scanner
- Set the appropriate Team Member permission to “Read & Write” for Stock Control
- Connect the barcode scanner to your device using “keyboard mode”
From TradeGecko, go to Browse Apps and select the 'Stock Receiving App'.
The Stock Receiving App is currently only available on Business Plans and higher. To purchase the Stock Receiving App as an add-on to your plan, contact success@tradegecko.com
Click Install and Authorize Stock Receiving.
Connect your Bluetooth scanner to your device.
From your browser, enter https://receive.tradegecko.com into the address bar to launch the Stock Receiving web application.
Enter the barcode number of Purchase Order that you’d like to receive or scan the barcode on the Purchase Order to begin.
Manually enter the number or scan the barcode of the product(s) that you would like to receive.
Note
- You can receive each unit incrementally by scanning each time.
- You can receive units in larger increments by clicking “Change,” setting the scanning count increment (i.e. 10, 25, 100), then scan a cluster/package of product each time.
- You can receive every single unit for a particular product at once by clicking “Receive All.”
Once you have scanned or selected 'Receive All' for the incoming stock, click “Confirm.”
The Incoming Stock levels will change state to Available Stock and your stock levels will be updated accordingly.
You will see an overview of the items procured, and the option to start a new session.
How to Partially Receive a Purchase Order
Partially Receiving a Purchase Order Manually
To manually receive your Purchase Order in part, go to the Stock Control section.
Click on the Purchase Order that you would like to receive into your warehouse and add to your inventory.
Scenario 1
If you're receiving a shipment that has all variants present, but not present in full, you can adjust the quantity number for each line item respectively in the “To Receive” column.
Near the top right-hand side of the open Purchase Order screen, click the 'Receive Selected' button.
The Incoming Stock levels for the quantity indicated will change state to Available Stock and your stock levels will be updated accordingly.
Scenario 2
If you’re receiving a shipment that has certain variants absent, you can omit to receive the variant from the Purchase Order entirely.
Scroll down and uncheck the box to the left of the line item in the column labeled 'Not Yet Received'. Doing so will allow you to bypass receiving any stock associated with this variant.
For the remaining variants on your Purchase Order, adjust the quantity that you’re receiving accordingly in the 'To Receive' column.
When complete, click the 'Receive Selected' button located near the top right-hand side of the open Purchase Order Screen.
The Incoming Stock levels for the quantity indicated will change state to Available Stock and your stock levels will be updated accordingly.
Partially Receiving a Purchase Order with the Stock Receiving App.
To use the Stock Receiving App. you need to do the following (click here for detailed steps):
- Buy a barcode scanner - we recommend the Socket Mobile Scanner
- Enable the Stock Receiving App. via the TradeGecko App Store
- Enable “Document Barcode” on Purchase Orders via Settings > Document Settings
- Ensure the Branding Theme assigned to your Suppliers has “Document Barcode” enabled for Purchase Orders (see above bullet)
- Ensure barcodes have been created/uploaded to your variants so TradeGecko can identify them via the scanner
- Set the appropriate Team Member permission to “Read & Write” for Stock Control
- Connect the barcode scanner to your device using “keyboard mode”
From TradeGecko, go to Browse Apps and select the Stock Receiving App.
The Stock Receiving App. is currently only available on Business Plans and higher. To purchase the Stock Receiving App. as an add-on to your plan, contact success@tradegecko.com
Install and authorize Stock Receiving.
Connect your Bluetooth scanner to your device.
From your browser, enter https://receive.tradegecko.com into the address bar to launch the Stock Receiving web application.
Enter the barcode number of Purchase Order that you’d like to receive or scan the barcode on the Purchase Order to begin.
Manually enter the number or scan the barcode of the product(s) that you would like to receive.
- You can receive each unit incrementally by scanning each time.
- You can receive units in larger increments by clicking “Change,” setting the scanning count increment (i.e. 10, 25, 100), then scan a cluster/package of product each time.
- You can receive every single unit for a particular product at once by clicking “Receive All.”
Once complete, click “Confirm”.
The Incoming Stock levels will change state to Available Stock and your stock levels will be updated accordingly.
You will see an overview of the items procured, and the option to start a new session.
You’re done! 🥳
Now let’s walk through how to create a Production Order (if you manufacture goods for sale).
If you don’t manufacture products for sale, skip ahead to the article on 'Stock Control: Stocktakes, stock adjustments, bin locations & barcodes'.